Time tracking enables you to clock in and out of a job when you are on-site and working on a task(s). We have updated the way you are able to clock in and out, and add breaks making Rave's Timesheets easier than ever to use!
We now have an 'Add timesheet entry' widget located under your user dropdown on every page in Rave, allowing you to clock in or out from any page, for any job!
Note: Click here for our My Timesheets and Branch Timesheets article
To Add a Timesheet Entry:
1. Click on the clock icon (widget) under your user dropdown - this will open your Timesheets pop-up, defaulting to today's date.
2. Click the + (plus) icon in the bottom left corner of the pop-up - this will take you to the 'Add an entry' screen.
3. From here you can enter your clock in and/or clock out time, select the project which will display the Job Number and Contract Name, add a tag, add any additional notes required, and select one of the 'Break' options - No Break, 30 Minutes, or 1 Hour.
NOTE: If you have a default break time set for your user login, it will already be pre-selected here.
TIP: You can select a previous or next day by clicking on the directional arrows on either side of the 'Today calendar icon'
For more tips/instructions on how to add an entry, hover over the question mark in the top right corner.
4. Then click on the 'ADD ENTRY' button to confirm.
This will take you back to your Timesheets pop-up, defaulting to today's date. You'll see your entry displayed with the following details:
The Project's Job Number | Client's name
Clock in time - Clock out time (the selected break option) (Total time: less any break option selected)
Any notes added
With the option to edit or delete the entry via the pencil edit or trashcan delete icons.
To start a running clock:
1. Click on the clock icon (widget) under your user dropdown - this will open your Timesheets pop-up, defaulting to today's date.
TIP: You can select a previous or next day by clicking on the directional arrows on either side of the 'Today calendar icon'
2. Click on the 'play' icon (the white triangle in the green circle) at the bottom right of the screen to start the clock.
3. Once the clock starts, a 'Clocked In' message will display - next to the 'stop' icon (the white square in the red circle) at the bottom right of the screen.
4. To clock out, click on the 'stop' icon (the red circle) at the bottom right of the screen - this will take you to the 'Clock out' screen.
5. From here you can edit your clock in time, add your clock out time, select the project, add a tag, add any additional notes required, and select one of the 'Break' options - No Break, 30 Minutes, or 1 Hour.
NOTE: If you have a default break time set for your user login, it will already be pre-selected here.
TIP: For more tips/instructions on how to add an entry, hover over the question mark in the top right corner.
6. Then click on the 'CLOCK OUT' button to confirm.
This will take you back to your Timesheets pop-up, defaulting to today's date. You'll see your entry displayed with the following details:
The Project's Job Number | Client's name
Clock in time - Clock out time (the selected break option) (Total time: less any break option selected)
Any notes added
With the option to edit or delete the entry via the pencil edit or trashcan delete icons.
The My Timesheets Screen
The My Timesheets screen provides two sub-tabs for a given date range period - the Summary screen displays a top-level view of your timesheet entries, while the Details screen provides you with your detailed breakdown, and the ability to edit your entries. Both screens allow you to add another timesheet entry to the left.
The Summary sub-tab
Displays a top-level view of your timesheet entries. Each entry includes the date, day, status, expected duration, the hours logged, any breaks, and a total of hours logged less breaks. It includes colour coding:
- Black entries (with a tick) show the total hours are as expected
- Green entries show hours are under the expected total
- Red entries (with an exclamation) show that the total hours exceed the expected hours
Given the date period you are viewing, a totals line at the bottom of the page displays a total of each column.
The Details sub-tab
Provides you with your detailed breakdown, from this screen, you have the ability to:
- Add a new timesheet entry for yourself
- Export data to a CSV or PDF (portrait or landscape)
- Filter by Date - with enhanced date selection
- Filter by Project
- Filter by Timesheet Tags
- Edit or Delete a timesheet entry
- Click on the 'Notes Icon' to view Timesheet notes
- Click on the notes column header '+ | - icons' to Show All Notes or Hide All Notes
- Click on the project name/number as a shortcut back to that project
Each entry includes the date, project (as a clickable link), client, tag details, start and finish times, total time logged, any breaks, and a total of hours logged less breaks. And the 3 dot action icon to edit or delete an entry.
Given the date period you are viewing, a totals line at the bottom of the page displays a total of each column. Enhanced date selection means, if you select a date range Monday 19th to Friday 23rd (a 5 day range), then change the start date to Monday 12th, the end date will automatically move to Friday the 16th - maintaining the 5 day reporting range.
TIP: Hover over the '?' tooltip to the top left for instructions/tips.
The Branch Timesheets Screen
Those with Branch Timesheet View/Add/Edit permissions have the ability to view all timesheet entries for the branch. Also providing two sub-tabs for a given date range period - the Summary screen displays a top-level view of your timesheet entries, with a range of filters, while the Details screen provides you with your detailed breakdown, and the ability to edit branch entries. Both screens allow you to add another timesheet entry to the left.
The Summary sub-tab
Displays a top-level view of your branches timesheet entries, for a given Date Period. With a number of filters:
- The Report Type filter allows you to view an overview for the given Date Period, or a specific persons entries
- The Users filter allows you to select a specific user
- The Projects filter allows you to select a specific or multiple projects
Each specific staff member entry includes the date, day, status, expected duration, the hours logged, any breaks, and a total of hours logged less breaks. It includes colour coding:
- Black/Grey entries show the total hours are as expected
- Green entries show hours are under the expected total
- Red entries show that the total hours exceed the expected hours
Given the date period you are viewing, a totals line at the bottom of the page displays a total of each column.
The Details sub-tab
Provides you with your detailed breakdown - with a wider range of search and edit options and displaying the first 50 entries by default. From the branch Timesheets screen you can:
- Add an entry - similar to the Timesheet Widget but includes the User Dropdown
- Export data to a CSV or PDF (portrait or landscape)
- Reset Filters
- Filter by Date - with enhanced date selection
- Filter by User Type (excluding Clients)
- Filter by Project
- Filter by Tags
- Click on the project name/number as a shortcut back to that project
- Click on the 'Notes Icon' to view Timesheet notes
- Click on the notes column header '+ | - icons' to Show All Notes or Hide All Notes
- Edit or Delete a timesheet entry
Each entry includes the date, the timesheet user, project (as a clickable link), client, tag details, start and finish times, total time logged, any breaks, and a total of hours logged less breaks. And the 3 dot action icon to edit or delete an entry.
Given the date period you are viewing, a totals line at the bottom of the page displays a total of each column. Enhanced date selection means, if you select a date range Monday 19th to Friday 23rd (a 5 day range), then change the start date to Monday 12th, the end date will automatically move to Friday the 16th - maintaining the 5 day reporting range.
TIP: Hover over the '?' tooltip to the top left for instructions/tips.
The Project Timesheets Screen
Those with the 'Branch Timesheet' add/edit/delete permission have access to the Project Timesheet screen, located within the Project via the Timesheets subtab. Also providing three sub-tabs for a given date range period - the Summary screen displays a top-level view of your timesheet entries, with user filters. The Details screen provides you with your detailed breakdown, and the ability to edit entries. The Settings screen allows for some customisation when converting timesheet entries to bills. All three screens allow you to add another timesheet entry to the left.
The Summary sub-tab
Displays a top-level view of your project's timesheet entries, for a given Date Period, with a user filter.
Each entry includes the date, day, status, expected duration, the hours logged, any breaks, and a total of hours logged less breaks.
The Details sub-tab
Provides you with your detailed breakdown - with a wider range of search and edit options, displaying the first 50 entries by default. From the project's Timesheets screen you can:
This screen offers a wider range of search/edit options displaying the first 50 entries by default. From the Project Timesheets screen you can:
- Add an entry - similar to the Timesheet Widget but includes the User Dropdown
- Export data to a CSV or PDF (portrait or landscape)
- Reset Filters
- Filter by Date - with enhanced date selection
- Filter by User Type (active users)
- Hove over the Part of a Bill icon - a quick visual to show if the entry is part of a bill
- Click on the Notes Icon to view Timesheet notes
- Click on the notes column header '+ | - icons' to Show All Notes or Hide All Notes
- Edit or Delete a timesheet entry
Each entry includes a convert to timesheet tickbox, the date and day, the timesheet user, tag details, start and finish times, total time logged, any breaks, and a total of hours logged less breaks. And the 3 dot action icon to edit or delete an entry.
Given the date period you are viewing, a totals line at the bottom of the page displays a total of each column. Enhanced date selection means, if you select a date range Monday 19th to Friday 23rd (a 5 day range), then change the start date to Monday 12th, the end date will automatically move to Friday the 16th - maintaining the 5 day reporting range.
TIP: Hover over the '?' tooltip to the top left for instructions/tips.
The Settings sub-tab
The Settings screen allows for some customisation when converting timesheet entries to bills.
- You can Override Branch Breaks Billing
- If the Override Branch Breaks Billing is selected, you can then select the 'Include Breaks When Converting a Timesheet entry to a Bill' option
For instructions on how to create a bill from a timesheet entry, check out this How to Convert a Project's Time Sheet Entries to a Bill Rave Help FAQ
The Settings sub-tab
The Settings screen allows for some customisation when converting timesheet entries to bills.
- Firstly you can 'Override the Branch Breaks Billing' option at a project level, which allows you to include or exclude breaks from your timesheets when converting to bills
- Then, if the 'Override Branch Breaks Billing' is selected, you can include the breaks in your timesheet entries by ticking the 'Include Breaks When Converting a Timesheet entry to a Bill' option
NOTE: The Timesheet branch settings page (for those with access) is located via your Profile Dropdown / Settings / Timesheet
SETTING USERS DEFAULT BREAK TIME: - This is done via your Profile Dropdown / Branch Settings / Manage Users (this is permission based)
Click on your users profile then edit. Select the break time you want as the default for the user and then save.
For instructions on how to create a bill from a timesheet entry, check out this How to Convert a Project's Time Sheet Entries to a Bill Rave Help FAQ